PROCUREMENT AND CONTRACTS OFFICER, Netherlands Development Organization

Netherlands Development Organization

Position Name: Procurement and Contracts Officer
Sector/Program: Support Services
Position Location: Lusaka
Reports to: Country Operations Manager
Responsible for: Procurement & Contracts
Key contacts: Suppliers and Vendors, NGOs and Service Providers, Consultants

Purpose of the job:

The Procurement and Contracts Officer will work under the supervision of the Country Operations Manager and together with project and administrative staff to ensure timely and compliant procurement of goods and services and tight management of contracts and grants. Following its strategy of localisation, much of SNV project work is implemented with sub-contracted service providers on long term contracts that need to be monitored and managed to ensure appropriate financial controls and reporting procedures are followed and donor requirements met.

Main Tasks and Responsibilities:

Procurement and Contracting

  • Conduct all procurement of goods and services in line with SNV and donor policies and procedures;
  • Draft and issue calls for proposals and applications, invitations to bid, tender documentation, bid comparisons determining procurement mechanisms that will ensure fair and open competition;
  • Review procurement policies against best practice, SNV, Donor and Government of Zambia requirements and revise and adjust as necessary to ensure SNV is compliant with all relevant rules and regulations;
  • Review all SNV donor contracts and ensure procurement activities in each project are compliant with donor requirements;
  • Manage and administer all SNV sub-contracts to ensure contractors’ compliance and performance, accurate and timely reporting to SNV systems;
  • Liaise closely with project teams to predict and track procurement requirements ensuring responsive service provision;
  • Draft and issue all consultancy contracts; purchase orders, MoUs, sub agreements and sub contracts; maintain accurate and complete procurement files;
  • Manage relationships with other team members, partners and relevant stakeholders, plan all deliverables and activities , review their progress and address deviations in terms of timelines and quality, based on planning, deliverables.
  • Support Business Development and reduce risks for SNV by reviewing Terms and Conditions for upcoming contracts and advising management on areas of risk, implications and compliance issues.
  • Maintain, review and manage vendor relationships in compliance with the SNV Procurement Policy.
  • Any other duties as may be assigned by supervisor.

Asset Management

  • Ensure that Assets procured are covered by such applicable warranties, guarantees, insurance and after sale services.
  • Ensure that Asset received are entered onto the register and are given a code soon beforehand.
  • Ensure Asset database updates and physical coding both for respective projects and Country office.
  • Ensure Assets management in terms of insurance covers, transfers and condition checks.
  • Any other duties as may be assigned by supervisor.

Competencies, Capabilities and Attributes: (Skills/behavioural (Special Training or Competence) :

  • Organization skills and time management – professional approach to personal time planning and respect for deadlines;
  • Excellent written and oral communication skills in English;
  • Excellent interpersonal skills including patience, diplomacy, willingness to listen and respect for colleagues and outside contacts ;
  • Computer literate with high degree of proficiency and productivity ;

Academic & professional qualifications, Knowledge and Experience:

  • Bachelor Degree in a related field
  • Extensive proven knowledge of procurement practice and procedures
  • At least 5 years in a procurement and contracts post in Zambia
  • Experience with procurement and contracts administration under UN, EU or US government funded contracts or agreements

Working environment:

The Procurement & Contracts Officer will be based in the SNV Head Office in Lusaka and will support various projects across the country.

To apply please visit smrtr.io.

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